Procedure for Member Direct Reporting

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The Sea Monkeys actively promote an open door policy.  We encourage members to seek an admin leader to express their thoughts, concerns, and appreciation of others' efforts or support.  This is true whether you want to share a positive experience, ask for assistance, or file a grievance.  

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If any community member brings a report to a member of the administration team directly, whether it be to report a positive interaction or file a grievance, the following should be provided in a timely manner.  

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Step 1:  Report Submitted

 

Community Member submits information to an admin team member, who becomes the “responding admin.”  These individuals discuss the situation.  During the discussion, the responding admin reviews the information submittal process so as to establish clear expectations for a response.

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Any information gathered or completed by the responding admin will be recorded (both audio and active screen). This will ensure that the details are accurately communicated to the rest of the team at the meeting.

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The community member is interviewed to establish: 

• WHO was involved, 

• WHAT happened 

• WHEN it happened, 

• The DURATION of the event. 

• Any possible bystanders or witnesses will also be identified

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The community member will be asked to provide as much of the following as possible in order to help their case:

• Recording of the incident

• Screenshots of anything related to the incident (Text messages on discord, in-game, email, etc)

• Transcripts of any correspondence leading up to and after the incident

• Replays if they are relevant to the investigation

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Step 2:  Fact Gathering

 

The responding admin will then contact anyone involved and gather the information below and files, if possible.

• WHO was involved

• WHAT happened

• WHEN it happened

• The DURATION of the event

• Recording of the incident

• Screenshots of anything related to the incident (Text messages on discord, in-game, email, etc)

• Transcripts of any correspondence leading up to and after the incident

• Replays if they are relevant to the investigation

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The recording and any supporting documents will be uploaded to the “Open Investigations” folder, located within the “SEA-M RIA” Team folder.

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Step 3:  Review of Situation by Admin Team

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All members of the Administration Team will be notified via discord in the special room that is only visible to members of the team. Notification of the administrative team MUST be sent immediately after the report is filed or within 24 hours. The notification is to include the date and approximate time of the event, whether or not the preliminary investigation outlined above has been completed, and the name of the reporting member. A sample message can be found below.

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• Message from Stonegoblin9 (Wednesday 1-2-13): PlayerX has filed a report, the preliminary investigation has been completed and can be found in the Open Investigation Folder. This incident occurred at 1-1-13 around 9:15 PM EASTERN.

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IMPORTANT:  Confidentiality & Privacy Expectations

No details of the investigation will be discussed with anyone who is not on the admin team even after a verdict has been reached.  Situations found to have broken these confidentiality and privacy expectations will follow the same grievance complaint process as above.  Individuals involved may face discipline as determined to be necessary for the health and well-being of the clan and its members.

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Step 4:  Admin Team Meeting

 

During this phase, the admin team reviews information submitted, and a determination as to how to move forward.  One admin team member will be assigned to involved community members.  They implement the steps that the admin team recommends.  This can include anything from public recognition for a member’s achievement, further investigation of an incident, mediation/arbitration between community members, or disciplinary actions for actions and behaviors that break the team’s code of conduct.
 

Step 5:  Admin Team Follow-up

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All situations, good or bad, will continue to be monitored and reviewed until such time as the admin team determines it is no longer necessary.

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Step 6: Admin Team votes to close the case

 

This step is taken as the admin team determines all parties are ready to move forward in a positive manner, the situation has been resolved to the best of the involved members abilities.